It costs a lot to provide our free service



Quality Coordinator - Position Description

Position Description

Position Title:

Quality Co-ordinator NHA


Direct Reports:




Any Hospice location across the Northern Hospice Alliance



May 2017


Reporting To:

Quality & Risk Manager



1.0 FTE 8:00am – 4:30pm (40 hours per week)



Position Objective

Provide support for the Quality & Risk Manager in terms of policies, procedures, surveys, audits, data input and reporting to ensure that the quality system and quality improvements are efficiently supported for the Northern Hospice Alliance.


Key Accountabilities and Expected Results


Expected Results




  • Monitor the currency of policies, procedures, forms and templates and ensure the information is accessible to the users
  • Assist in process design with the policy or procedure owner to ensure the procedures, forms and templates are fit for purpose
  • Provide advice as required on interpretation and application of controlled documents
  • Enter data as required into Hospice databases
  • Undertake quality, safety and risk management training appropriate to the role and be a champion of good practice in quality and safety management
  • Prepare and submit a reports as required
  • Undertake administrative tasks as directed

Health & Safety Administration

  • Enter the IAN’s data and provide incident, accident and near miss reporting for analysis
  • Monitor non compliances and take an active role in ensuring timeframes for corrective action are adhered to
  • Work with the Quality & Risk Manager and Clinical Systems & Data Coordinator to produce clinical and health and safety reports as required.


  • Support the survey process as directed by the Quality & Risk Manager and Process Owner– sending out, collating, entering data and reporting patient related surveys, bereaved carer surveys, Family Support Surveys, GP’s and other linked/shared service provider surveys, or any other part of the service
  • Take initiative around process improvement to ensure efficiency in survey management


  • Supports auditing processes – collating, entering data and reporting results

Any other Reasonable Duties

  • Any other reasonable duties as required by the Quality & Risk Manager in order to support a happy, safe and high performing work environment.
  • Meet employee responsibilities in accordance with Appendix 1.



Important Working Relationships


  • Quality Team
  • Clinical Teams
  • HR Team
  • Health & Safety Committee
  • Executive Team
  • Staff and volunteers across the Northern Hospice Alliance


  • General Practitioners
  • Patients, families and visitors to the Hospices
  • National Standards Bodies


Person Specification



  • Prior experience in a quality coordination/administration role
  • High proficiency of computer skills – Microsoft Office Suite - Outlook, Word, Excel, PowerPoint and general knowledge of patient management systems
  • Focused, detail-oriented and analytical
  • Able to take initiative to seek out and make improvements
  • Ability to manage own time effectively with the skills to manage and prioritise workload of self and others to achieve deadlines
  • Excellent verbal, non-verbal and written communication skills
  • Ability to develop and maintain professional collaborative relationships
  • Flexible and able to manage multiple demands and activities/projects
  • Knowledge of Principles of the Treaty of Waitangi and biculturalism
  • Cultural awareness and sensitivity in dealing with people from diverse backgrounds and ethnicities
  • Meets the Behaviours as set out in Appendix 1.
  • Previous education, training and experience in quality systems
  • Postgraduate education and training relevant to the position


Appendix 1

General Responsibilities of an Employee of the Northern Hospice Alliance.

The following responsibilities are shared by all Northern Hospice Alliance staff. Please read this section
carefully as it contains important information that applies to your role every day.

General Responsibilities


What’s Expected of You

Professional Standards

  • Maintain any qualifications, including registrations and practising certificates, required for legal and safe practice
  • Keep yourself up to date on knowledge, best practices and legislation relating to your work
  • Make a personal contribution towards effective and efficient working relationships with your team and other NHA Teams
  • Ensure you carry out your work in a way that is customer focused and meets professional standards
  • In conjunction with your manager, identify your own training needs and plan to meet these needs
  • Manage your own time and prioritise your work effectively.

Legislation, Regulations and Organisational Policies

  • Be familiar with and adhere to the provision of:
  • All relevant acts and regulations
  • All organisational policies
  • Relevant procedure manuals.

Health and Safety

  • Carry out work in a healthy and safe manner
  • Encourage and assist others to work in the same way
  • Report and rectify any unsafe workplace conditions/practices
  • Complete an accident report for any accident, injury or near miss which has taken place at work in a timely manner
  • Co-operate with, support and promote health and safety actions and initiatives in the workplace
  • Read and understand the health and safety manual and the emergency plan
  • Keep your knowledge of identified hazards up-to-date.


  • Adhere to the Privacy Act 1993 and the Health Information Privacy Code 1994 and subsequent amendments in regard to the non-disclosure of information
  • Strict confidentiality of patient, applicant and employee information is maintained at all times.


  • Thoughtful of other people and take time to put yourself in other people shoes
  • Positive about what we can achieve, high standards and motivate others to achieve
  • Open, flexible and accepting of challenges
  • Treat others as you would like to be treated
  • Honest with yourself and with others
  • Resources are used thoughtfully and effectively
  • Behave and work in a responsible and ethical manner that is consistent with your profession
  • Understand that everyone has a voice and therefore you listen, acknowledge and respond appropriately
  • Recognise that each individual brings unique qualities to contribute to the group.